Privacy Policy - Tenancy Cleaning London

This Privacy Policy explains how Tenancy Cleaning London collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Tenancy Cleaning London customers in the area, including prospective customers, current customers, and individuals who have previously used our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us and which services you request. The data we collect may include:

Identity information, such as your name and title;
Contact details, including your address, email address, and telephone number;
Booking and service information, such as property details, cleaning preferences, access instructions, appointment dates, and service history;
Payment-related information, where needed to process invoices, payments, refunds, or account records;
Communication records, including messages, queries, complaints, and feedback;
Technical information if you contact us through digital means, such as device identifiers, IP-related data, or basic usage information;
Special instructions you provide to help us deliver the service safely and effectively.

We generally only collect data that is necessary for the provision and management of our services. We do not intentionally collect more information than is needed for a legitimate business purpose.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes;
To arrange and deliver cleaning services;
To manage bookings, scheduling, and customer records;
To process payments and maintain financial records;
To communicate service updates, changes, or important notices;
To handle complaints, disputes, and customer support matters;
To meet legal, tax, accounting, and regulatory obligations;
To improve our services and maintain quality standards;
To prevent fraud, misuse, or unlawful activity;
To establish, exercise, or defend legal claims where necessary.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible reason and that reason is permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the activity, we may rely on one or more of the following lawful bases:

Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This applies when we need your data to provide cleaning services, manage bookings, issue invoices, or fulfil agreed service arrangements.

Legal Obligation

We may process personal data where it is necessary to comply with legal obligations, such as tax, accounting, record-keeping, consumer law, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving service delivery, maintaining records, protecting our business, and preventing fraud or misuse.

Consent

In certain situations, we may rely on your consent. For example, this may apply where specific optional communications or non-essential processing require your permission. Where we rely on consent, you may withdraw it at any time.

4. Data Sharing and Processors

We do not sell your personal data. However, we may share data where necessary with trusted third parties who act as processors or independent controllers, depending on the service involved.

Processors may include:

Payment service providers who process card or other payment transactions;
Accounting and bookkeeping providers who assist with financial administration;
IT, software, and cloud service providers who host or support our systems;
Customer management or booking platforms used to organise appointments and service records;
Professional advisers, such as lawyers, accountants, or insurers, where needed;
Regulatory, tax, or law enforcement bodies when we are legally required to do so.

All processors are required to handle personal data securely and only in accordance with our instructions and applicable data protection laws. Where data is shared with independent controllers, they will be responsible for their own lawful processing activities.

5. Data Retention

We will only keep personal data for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, or reporting requirements. The retention period may vary depending on the nature of the data and the reason for processing.

In general, retention is based on the following principles:

Booking and service records are retained for the duration of the customer relationship and for a reasonable period afterwards;
Financial and tax-related data is retained for the period required by law;
Complaints, disputes, and claim-related records may be retained longer where necessary to resolve issues or defend legal claims;
Data that is no longer needed is securely deleted or anonymised.

We apply retention limits carefully and review data periodically to ensure it is not kept for longer than necessary.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and supplier oversight.

While we take reasonable steps to protect personal data, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information needed for the service and to notify us if they believe their information has been compromised.

7. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These rights may be subject to certain legal limitations or exemptions. Your rights include:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to request correction of inaccurate or incomplete data;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit the way we process your data in specific situations;
Right to data portability – to request transfer of certain data in a structured format, where applicable;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time;
Right to lodge a complaint – to raise concerns with the relevant data protection supervisory authority.

We will respond to valid rights requests in accordance with data protection law and within the required timeframes. In some cases, we may need to verify your identity before responding.

8. Automated Decision-Making

We do not use fully automated decision-making that produces legal or similarly significant effects concerning customers. If this changes in the future, we will update this policy and explain the relevant safeguards.

9. Children’s Data

Our services are intended for adults or individuals acting on behalf of a property owner, tenant, landlord, or authorised representative. We do not knowingly collect personal data from children unless it is necessary and lawful in connection with a service request. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service operations, or data handling practices. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Summary of Key Points

We collect only the personal data needed to provide and manage cleaning services;
We process data on lawful bases such as contract, legal obligation, legitimate interests, and consent;
We share data only with trusted processors or where legally required;
We retain data only for as long as necessary and dispose of it securely;
You have important rights over your personal data, including access, correction, deletion, and objection.

By using Tenancy Cleaning London services, you acknowledge that your personal data will be handled in line with this Privacy Policy and applicable data protection law.